Project Services Coordinator-Contract Support

OPPORTUNITY

K Friese Associates (KFA), a Lochner Company, is a leading provider of professional services in water, wastewater, drainage, transportation, and development reviews for public agencies. Our staff includes licensed civil engineers, certified transportation planners, project/construction managers, and construction inspectors.

In May 2023, KFA joined Lochner, a national transportation infrastructure firm headquartered in Chicago, Illinois, providing planning, environmental, design, construction engineering and inspection, and right-of-way services for surface transportation, rail, transit, and aviation clients. Together, we have more resources and capabilities for delivering innovative solutions and enhancing the quality of life in the communities we serve.

• Client-Focused: We are collaborative and attentive to the unique needs and goals of each project.
• Performance-Driven: We are problem solvers dedicated to transforming transportation infrastructure challenges into opportunities for innovation.
• Community-Minded: We are vested in the work we do as stewards of public funds used to improve the communities we serve.
• Socially Responsible: We give back to our communities by supporting various charitable organizations and causes.
• Growth Oriented: We invest in programs to attract, retain, and develop employees so KFA becomes a long-term home for top talent.

THE OPPORTUNITY

K Friese Associates (KFA), a Lochner Company, is looking for a Contract Support Specialist for our Austin, Texas office. The Contract Support Specialist supports and assists Project Managers and operations management during the life of a project. This position is responsible for various administrative functions including providing support to Project Managers for contract administration, project planning assistance, and helping Project Managers in monitoring the overall financial health of the project. Work is generally production oriented and performed under tight deadlines.

Responsibilities:

• Assist Project Managers in contract preparation and quality review, including prime inter-company and interoffice agreements, sub consultant agreements, contract compliance and insurance needs (quality review includes such areas as compensation clause and payment terms, general wording to identify risk, identifying revenue enhancement opportunities, accuracy in billing rates, and insurance issues.)
• Ensure relevant contract compensation terms are included in interoffice agreements, including compensation type, billing rates, billing terms, and non-reimbursable expenses.
• Track contract routing and signature status. Coordinate with Project Managers to send reminders, review signed contracts for completeness, enter contracts in Vision, and file on the server.
• Route subcontracts for signature using DocuSign. Track contract routing and signature status. Coordinate with Project Managers to send reminders, review signed contracts for completeness, enter contracts in Vision, and file on the server.
• Order required insurance certificates from our general liability and professional liability carriers.  Complete the form requesting the certificate and attach the insurance requirements from the contract.  Review the certificates and file on the server and upload them in Vision.
• Request insurance certificates from subconsultants.  Review them to ensure conformance to the consultant agreement requirements and file on the server and upload them in Vision.
• Monitor contract expiration dates. Prepare contract extension documentation for Project Manager review and approval when needed.
• Work with Project Managers to prepare and maintain project plans, track project progress, and prepare reports for clients or project stakeholders.
• Performs project related functions within Vision including open new marketing and job numbers, enter project budgets and plans, enter project change orders and close out projects.
• Provide support to the Project Manager in monitoring the financial performance of the project, which may include such areas as; budgeting, scheduling, month-end processing, project accounting, and reporting.
• Maintains project-related documentation, including contracts, invoices, and payment records.
• Assist Project Managers in the development and in maintaining fee estimates, work plans, schedules, and intercompany agreements.
• Review weekly project reports for accurate time and expense charges and coordinate adjustments. Review project reports weekly for time charges versus plan and overbudget tasks.
• Assist Project Managers in preparing project financial performance data for monthly project review meetings. Proactively communicate revenue impacts (positive or negative) that will occur because of deviations from project plans, budget adjustments, write-offs, or similar project impacts.
• Ensure effective cash management (billings, collections, and accelerating cash flow) by working with clients established upfront processes on new contracts, tracking aged accounts receivable, and coordinating with clients on timely payment.
• Facilitate and manage all administrative aspects of project contracts to include logging and tracking of all incoming and outgoing contracts and subcontracts, ensure execution, preparation of subcontracts and Work Authorizations, tracking of expiration dates, and insurance certificates.
• Open proposals and projects, adding clients and contacts as necessary, and process budget change modifications into accounting system. 
• Work with company CPA in the processing of monthly project invoices.  Uses Word, Excel, and Adobe Acrobat Professional to generate special invoices to meet client expectations.  Keep current and accurate billing notes for all projects for ease of invoice processing.
• Ensure invoices are following contracts and work with Project Manager to ensure billing rates are accurate for every contract. Ensure invoices are accurate, timely, and include all applicable costs.
• Upload or submit invoices in client systems in accordance with contractual requirements.
• Coordinate with Clients and Subcontractors on contractual and invoice issues. Establish meaningful relationships with external counterparts through regular phone and email communications.
• Perform initial review of subconsultant invoices ensuring they are following contract terms. Work with Project Managers to review and approve invoices and provide project coding.
• Perform project close-out in accordance with company processes.
• Maintain daily interactions with employees. Become a value-added team member and trusted resource for information.
• Conduct one-on-one and group training sessions related to business tools, practices, and procedures.

Qualifications:

• A minimum of five years of experience in contract administration or project management administration is required. Previous employment with an architecture or engineering firm is highly desirable. 
• Bachelor’s degree in business administration or accounting is preferred.
• Experienced with basic business accounting functions, able to use the accounting system for project tracking and research
• Proficiency in Microsoft Office Word, Excel, and Outlook
• Knowledge and experience in Deltek Vision are preferred
• Interpersonal and client relationship skills
• Ability to work with minimal supervision
• Initiative to learn new skills and take on new tasks
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills

COMMITMENT

Benefits:

• 401(k) 3% Match
• AD&D insurance
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Work Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually loud.

Physical Requirements

The physical requirements must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Intermittent sitting, walking, standing, bending, squatting, climbing, kneeling, twisting, stoop, crawl, and lifting. The employee must frequently lift and/or move light equipment up to 20 pounds. Must be alert to equipment in the field, occasional need to work near hazardous equipment and machinery, occasional need to walk on uneven ground, exposure to dust, gas or fumes, exposure to noise, extremes in temperature or humidity, and potential work at heights.

Equal Employer

Lochner is proudly committed to recruiting and retaining a diverse and inclusive workforce. Triunity Inc. Provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

All positions at Lochner require an applicant who has accepted an employment offer to undergo a background check. Background checks include SSN/SIN validation, motor vehicle verification, education verification, employment verification, a criminal check, search against global sanctions and government watch lists, and drug test. All employment offers are contingent upon successful results of the background check.

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